Job summary
- To support the Business and Finance Administrator (BFA) in all aspects of Facilities Management, Health &
Safety, and IT support, across two sites.
- The Facilities Assistant
is responsible for providing support to ensure facilities services are provided
in an effective and efficient manner, as well as being the initial point of
contact for the facilities department.
- The Facilities Assistant
will demonstrate a high level of security awareness and have knowledge of
emergency evacuation procedures and health & safety.
Main duties of the job
Please see job description for full details. In summary, to ensure the delivery of Facilities Management services to a high standard. Identifying opportunities that will continuously improve all aspects of FM operations.
About us
Kennet and Avon Medical Partnership is a 17,500 patient practice
serving the town of Marlborough and village of Pewsey in North East Wiltshire,
and their surrounding rural environments. The practice is situated within the
heart of the North Wessex Downs Area of Outstanding Natural Beauty; has a range
of excellent local schools and is close to the M4 and mainline railway services
to London and the rest of the country.
The Partnership delivers care from two surgery buildings in
Marlborough and Pewsey and also offers medical services to Marlborough College,
Care Homes in the local area and Cotswold House, an inpatient eating disorder
unit at Savernake Hospital.
Job description
Job responsibilities
- Ensure the delivery of Facilities Management services to a high standard. Identifying opportunities that will continuously improve all aspects of FM operations.
- To be responsible for all external contractors in the building on a daily basis including cleaning & maintenance.
- Carry out building & room checks on a daily basis, ensuring any issues are dealt with in a prompt and efficient manner.
- The ordering and monitoring of building supplies, new equipment & furniture as and when required.
- Liaise with service providers and contractors to ensure regular activities are undertaken.
- Manage contractors and suppliers as directed to ensure service delivery.
- General health and safety duties including risk assessments, contractor monitoring and other statutory and not statutory site requirements.
- Assist with maintaining the property to an acceptable condition utilising the approved external electrical, cleaning, grounds & waste services and security contractors respectively ensuring that the site is always operational.
- Prepare for Health & Safety audits.
- Support and assist the BFA and the team with administration requirements and ad hoc finance tasks.
- Support the Business & Finance team in delivering daily IT and telephony support to the Practice.
- To ensure that Procedures are adhered to in relation to all purchase requisitions and invoices within Facilities.
- Demonstrate high level of security awareness, knowledge of emergency evacuation procedures as well as general Health & Safety
- Help with Event setups.
Job description
Job responsibilities
- Ensure the delivery of Facilities Management services to a high standard. Identifying opportunities that will continuously improve all aspects of FM operations.
- To be responsible for all external contractors in the building on a daily basis including cleaning & maintenance.
- Carry out building & room checks on a daily basis, ensuring any issues are dealt with in a prompt and efficient manner.
- The ordering and monitoring of building supplies, new equipment & furniture as and when required.
- Liaise with service providers and contractors to ensure regular activities are undertaken.
- Manage contractors and suppliers as directed to ensure service delivery.
- General health and safety duties including risk assessments, contractor monitoring and other statutory and not statutory site requirements.
- Assist with maintaining the property to an acceptable condition utilising the approved external electrical, cleaning, grounds & waste services and security contractors respectively ensuring that the site is always operational.
- Prepare for Health & Safety audits.
- Support and assist the BFA and the team with administration requirements and ad hoc finance tasks.
- Support the Business & Finance team in delivering daily IT and telephony support to the Practice.
- To ensure that Procedures are adhered to in relation to all purchase requisitions and invoices within Facilities.
- Demonstrate high level of security awareness, knowledge of emergency evacuation procedures as well as general Health & Safety
- Help with Event setups.
Person Specification
Experience
Desirable
- Experience of working within General Practice
- Experience of administration and record keeping
- Experience of using own initiative
Skills and Knowledge
Essential
- Excellent communication skills (Written and Oral)
- IT literate, including a good understanding of Microsoft Office
- Accuracy and attention to detail
- Time Management and the ability to work to deadlines
- Problem solving skills using diplomacy and tact
- Interpersonal skills
Desirable
- Proficient in Microsoft Excel
- Proficient in Xero
Qualifications
Essential
- Good standard of general education
- GCSE Mathematics C or above (or equivalent)
- GCSE English C or above (or equivalent)
- Practical experience of computerised recording systems
Desirable
- Recognised Qualification in Health and Safety
Behaviours
Essential
- An organised approach to work with the ability to plan, prioritise and balance conflicting demands
- Understanding, acceptance and adherence to the need for strict confidentiality
- Ability to work as part of a team and autonomously
- Performing under pressure
- Self-motivated
- Smart, polite and confident
- Ability to work flexibly
Desirable
- Adaptability
- Ability to use own initiative, judgement, resourcefulness and common sense
Person Specification
Experience
Desirable
- Experience of working within General Practice
- Experience of administration and record keeping
- Experience of using own initiative
Skills and Knowledge
Essential
- Excellent communication skills (Written and Oral)
- IT literate, including a good understanding of Microsoft Office
- Accuracy and attention to detail
- Time Management and the ability to work to deadlines
- Problem solving skills using diplomacy and tact
- Interpersonal skills
Desirable
- Proficient in Microsoft Excel
- Proficient in Xero
Qualifications
Essential
- Good standard of general education
- GCSE Mathematics C or above (or equivalent)
- GCSE English C or above (or equivalent)
- Practical experience of computerised recording systems
Desirable
- Recognised Qualification in Health and Safety
Behaviours
Essential
- An organised approach to work with the ability to plan, prioritise and balance conflicting demands
- Understanding, acceptance and adherence to the need for strict confidentiality
- Ability to work as part of a team and autonomously
- Performing under pressure
- Self-motivated
- Smart, polite and confident
- Ability to work flexibly
Desirable
- Adaptability
- Ability to use own initiative, judgement, resourcefulness and common sense
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
